Future Options Administrative Officer Strengthening Human Rights Uganda Jobs

Future Options Administrative Officer Strengthening Human Rights Uganda Jobs


Company Profile

The Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH is owned by the Federal Republic of Germany with operations in many countries around the world, including Uganda.

GIZ implements commissions for the German government and other national and international, public and private sector clients within the framework of the international cooperation between the Federal Republic of Germany and the Government of Uganda.

Promotion of Renewable Energy and Energy Efficiency Programme (PREEEP) The Energy Programme is implemented on behalf of the Government of Uganda, the German Federal Ministry for Economic Cooperation and Development (BMZ), the BMZ’s German Climate Technology Fund (DKTI), the Dutch-German-Norwegian-British-Swiss- Swedish Partnership “Energising Development” (EnDev), the German Federal Ministry for the Environment, Nature Conservation, Construction and Nuclear Safety (BMUB) and the European Union.

A total of five Technical Cooperation projects are implemented under the Energy Programme: PREEEP itself, the Pro-Mini-Grids Project, EnDev Uganda, a Climate Change Project and recently a new project titled Community Clean Energy Uganda was launched PREEEP is implemented by GIZ and the Ministry of Energy and Mineral Development (MEMD) and aims at improving the framework conditions for access to clean energy in rural and peri-urban areas.

Key Responsibilities

The Administrative Officer is responsible for;

  • Providing administrative services for the programme
  • Meeting the administrative needs of the office independently, with minimum supervision
  • Managing the support staff at the office
  • Ensuring that financial and administrative regulations are complied with
  • Providing administrative and financial accounting support and guidance to project partners for efficient implementation of the Human Rights Component.

    Specific Tasks

    Coordination

  • Ensures that information on project administration and financial matters is exchanged between project staff, partners and other institutions, as necessary.
  • Supports the Head of component or other team members before, during and following meetings and activities
  • Coordinates meetings, appointments and provides support to Head of component
    provides guidance on administrative and financial management, including GIZ accounting standards and supports partner organisations on improving accountability processes to foster transparency and avoid misuse of funds
  • Coordinates Consultant activities together with the technical advisors.

    Administration

  • Is responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc.)
  • Ensures meetings, workshops, trainings are as accessible as possible for team members/ participants with disabilities
  • Coordinates with the GIZ office on the mode of service delivery
  • Ensures that computers and software are operational
  • Assists team members to ensure regular and save data backup
  • Monitors the availability of accessories and stocks and carries out procurement in accordance with GIZ guidelines
  • Is responsible for filing documents in reference files or in DMS in line with GIZ’s filing rules
  • Manages confidential files, specifically in the areas of personnel and finance.

    Finance and accounting

  • Assists to prepare budget planning
  • Assists to monitor expenses in accordance with the budget manages and monitors the monthly accounting and financial plans
    is responsible for financial processes, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers
  • Verifies travel claims and settlements of staff prior to approval by
    the superior
    carries out spot checks of the cash and bank book
  • Checks requests for funds before release
    prepares for project accounting audits
    manages and monitors contracts (local subsidies, services, consultants) and controls accountability
  • Monitors and follows up on outstanding receivables and liabilities of the project both in the project journal and for transactions done through the office journal and ensures timely booking.
  • Is responsible for local procurement (negotiates costs, prepares orders, inspects delivery etc.) including quotation procedures, according to GIZ guidelines.
  • Procures travel documents for all project staff according to the GIZ guidelines
    Checks invoices, delivery receipts and other papers and signs them/submit for payment.

    Other duties/additional tasks
  • Actively participating in the GIZ Administrative Round-Table.
  • Be prepared to travel and to undertake further job training related to his/her position and duties, if required and approved by the Head of Component.
  • Perform other duties and tasks at the request by the Component Head.

    Qualifications
  • Degree in relevant field, preferably in Accounting & Finance, Business Administration, Commerce or MBA.

    Professional experience
  • Minimum 3 years’ professional experience in a comparable position
  • Proof track record of working in administration and finance
  • Experience in working in international cooperation an advantage
  • Working experience for GIZ and knowledge of GIZ procedures, processes, rules and standards would be an asset.

    Other knowledge, additional competences and skills
  • Interest in working with human rights actors in Uganda
  • Good working knowledge of IT technologies (related software, phone, email, the internet) and computer applications (e.g. MS Office, especially Excel)
  • Very good knowledge of the English language
    In-depth understanding of financial planning and accounting
  • Broad experience of management and administration
  • Willingness to upgrade as required by the tasks to be performed
  • Good counting and writing skills; experiences in writing meetings minutes
  • Excellent communication, coordination and self- organisation skills.

    How to Apply:
  • All interested and qualified persons are strongly encouraged to apply by submitting their application and CV along with the contacts of three professional referees to
    The Director, Future Options Consulting Ltd, 4th Floor, DTB Centre, Kampala Road,
    P.O. Box 34934,
    Kampala, Uganda

  • By email: hr@futureoptionsug.com;
  • Tel: +256 414 231204/6.
  • Applications should be received by 5.00pm on the 23rd May 2019.
  • This is a national position. Application and CV should be in one document including the relevant attachments.
  • Only the shortlisted candidates will be contacted.
  • We encourage women, people with disabilities and minority groups to apply for this position.
  • GIZ is committed to equal opportunities and diversity of perspective at the working place.
  • For more information and job application details, see; Future Options Administrative Officer Strengthening Human Rights Uganda Jobs

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